Project Management Basics You Need to Know

What is a project?
The term project seems to be a buzzword that means a lot of different things to different people.
Anything, for example, from a secretary’s “project” to clean out an old filing cabinet to an
engineer’s “project” to create a multi-million dollar facility. Even these extremes have one thing in
common: the application of work or effort to create a new situation or product, where “product” is
used in its broadest sense. So a project can be any undertaking with a definite starting point and
one or more defined objectives the completion of which spell out the end of the project. It should
be added that for one reason or another most projects are restricted by limits imposed on resources
(effort, equipment and materials) time and money.

Why do I need project management?
Another way of asking this question is “What if I don’t bother with project management?” The fact
is, all projects demand some degree of attention to make them happen. Even the secretary needs to
deliberately plan to set aside some time to clean out that filing cabinet, otherwise the job will never
get done! Believe it or not exactly the same holds true no matter what the size of the project.
Indeed, the bigger the project the more difficult it is to get it started.
But most projects also require some degree of coordination of resources, and unless this is carefully
planned either things will be done in the wrong order or there will be constant conflict and crisis.
All of which will ultimately consume a lot more resources, time and money than necessary.

Why do projects need planning?
A. A fundamental of managing projects is first to plan and then to accomplish. Of course, good
project management is a lot more complex as we shall see shortly. In the simplest of terms, if you
do not know where you are going you neither know how to get there nor even when you have
arrived!. Moreover, it doesn’t really matter which road you take nor how long it takes to get there.
So a good project plan is like a route map – the destination is clearly spelled out and the best way to
get there is chosen before starting.

What level of project management do I need?
This is a difficult question to answer because it very much depends on the size, duration and
technical complexity of the project, as well as how many people are involved. Some projects have
been successfully run by a project manager “keeping it all in his head”. That may be fine, but when the project manager falls sick so does the project! If you are managing a project for someone else
(your client) then at a very minimum you should plan on ways and means to track the definition of
the client’s requirements and/or assumptions made, the standard of quality agreed upon that will
serve the client’s purpose, the time available for completion, and the budget for the work.
As projects increase in size and complexity, increasingly sophisticated systems and procedures are
available to track each of these core functions. On even larger projects it may well be necessary to
have trained and dedicated staff attending to each function separately.

If I am empowered, why do I need project management?
A. If you have been empowered it probably (or should) mean that you have been given the authority
and responsibility to undertake the work necessary without constant surveillance and supervisory
intervention. It should also mean that you have been given a coherent and articulated vision of the
thing to be achieved and, subject to appropriate reporting (accountability), you are left to get on
with the job. If you are the only person involved in the work then all you have to worry about is
your own time and resources required to accomplish the task at hand. To do a job well, even that
takes personal training and mental discipline.
As soon as others are involved, they are entitled to the same consideration and to share the
empowerment process. It means building a committed and coordinated team environment, which is
one of the key elements of good project management — successfully managing and coordinating
human resources.
The manager who believes that it is their prerogative alone to organize, direct and control the entire
project is doomed to poor results. Empowered people work more enthusiastically, respond faster,
take a pride in their work and the results show up in the timeliness and quality of the product.
On the other side of the coin, your own empowerment means nothing if those from whom you will
need support for the project have not been properly informed, especially in a matrix type of
environment as most organizations really are. So check it out. If anyone is not aware of your new
authority and responsibility, go back and ask for the situation to be clarified.